Pull patient demographics, clinical detail, and billing data out of EHRs that have no export worth the name, and sync it back to your own systems as structured records. One production deployment runs this at 40,000 patient-record extractions a month across eleven different EHR systems.
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Overview
Three steps that today happen as a person reading one screen and typing into another. Patient discovery: the agent finds the records in scope for the run, a roster, the patients changed since yesterday, or a specific list. Extraction: it opens each record and pulls the fields you’ve scoped, demographics, clinical details, billing data including UB-04 claim detail, into one structured record per patient. Sync back: the structured output lands in your system, so your database reflects what the EHR knows without anyone re-keying it.
Each EHR is built as its own configured agent. That matters most at the long tail: post-acute and hospice EMRs that will never appear on an integration vendor’s roadmap, and enterprise EHRs where the interface exists but doesn’t carry the fields your workflow actually needs.
How Asteroid runs this workflow
An extraction request enters the workflow (a patient, a roster, or specific fields), and Asteroid opens each record, pulls only the approved fields, and syncs the structured result to your system with freshness and audit metadata, while unidentifiable patients and conflicting values land with staff as named exceptions, never approximations.
How it actually runs
Fields the EHR doesn’t show come back empty, not guessed. An extraction pipeline that silently invents a value is worse than no pipeline, because you’ll trust it.
A patient, roster, or field-level extraction request enters the workflow: a full roster, patients changed since yesterday, or an explicit list
Synced to your system of record
The authorized patient fields land as one structured record per patient, with freshness from the run itself and a full audit trail of what was read and where it went.
Patient mismatch or unavailable field: The record returns named with what was seen: an unconfident identity, a stale or conflicting value, a permission limit, or a target field the system won't produce. Staff resolve it once instead of re-checking everything.
The integration answer to this problem is a per-EHR engineering project, and for the long tail of post-acute and hospice EMRs, that project never gets scheduled by anyone. The production deployment behind this workflow runs against eleven different EHR systems for one operator, at roughly 40,000 record extractions a month, including systems delivered only as Citrix-hosted desktop applications, the kind most automation vendors decline to touch. Each new system was a configured agent, not an integration roadmap item. For how desktop-class EMR automation works, see the desktop automation deep-dive.
At scale
A single run extracts one scoped set of records. At scale, extractions run nightly per facility and per EHR, and your downstream systems open each morning already synced, with the exception list, unidentifiable patients, unreachable records, waiting for staff instead of the whole workload. Extraction and sync are part of the EHR extraction and write-back workflow library, alongside clinical note push and chart documentation.
Human in the loop
Extractions handle PHI, and patient data is never entered into any system other than yours and the EHR it came from. Every run is logged with a full audit trail on HIPAA-compliant infrastructure; see our security page for the audit and access-control posture.
A patient who can’t be confidently identified.
The record is skipped and named, never matched approximately.
A record or field the EHR won’t produce.
Reported as missing rather than filled with a plausible value.
A system that won’t load mid-run.
The run reports exactly what was and wasn’t covered, so a partial sync is never mistaken for a complete one.
Questions
Extraction and sync are one workflow in the EHR extraction and write-back workflow library. Every record re-keyed by hand is staff time spent being a human API, and it scales only by hiring.
Disclaimer
Third-party names, including government agencies and registries, are used only to identify systems commonly involved in healthcare operations workflows. Asteroid is not affiliated with, endorsed by, sponsored by, or certified by those third parties unless expressly stated. Workflow availability depends on customer authorization, account permissions, configuration, and applicable system terms.